Android app operations

This page describes each task of the muveya Android app, step by step, with the labels exactly as the app shows them in English. To install the app, sign in and choose your dental clinic, see Android app. The app acts with the same session, permissions and warehouse access as the console, and muveya checks every action again on the server. The movements it records are the same ones the console records, and they appear in the box history in the console.

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Permissions at a glance

Each task also needs access to the warehouses involved. A box in a warehouse outside your access is treated as if it did not exist. See Roles and permissions.

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How the screens behave

• Back at the top left, or the phone’s back gesture, goes one step back: from Record use or Move box to the box, and from any other screen to Home. Menu then Home goes straight to Home.
• While the app waits for muveya, it shows Working… and ignores a second press of the same button.
• A problem appears in a box at the top of the screen with Dismiss. When muveya refuses an action, the app shows muveya’s own explanation in the app’s language (see Messages from muveya at the end of this page).
• Every action needs a connection. Without one, the app shows No connection. Check the network and try again.

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Scan or type a code

Who can do it: anyone with at least one inventory permission (inventory.read, inventory.receive, inventory.consume, inventory.transfer or inventory.adjust). Without any of them, Home shows Your access in this organization does not include inventory. Ask an administrator for it. Where: Home. The same scanner opens from Scan another code on the box screen and on Code not recognized, and from Receive another after a receipt.

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What the app does with a code

1. The app removes spaces at either end of the code. A code that is empty, longer than 64 characters or contains control characters shows That code cannot be read. Scan it again or type it.
2. If the code is not a GS1 DataMatrix, the app looks for a box with exactly that code in the warehouses you can reach. A box code must match the label exactly. If one is found, the box screen opens.
3. Otherwise, if you can receive, the app looks the code up among the supplier codes registered on the catalog’s presentations. That lookup ignores spaces, hyphens and upper or lower case, and only active codes count.
4. One active presentation opens the receiving form with that presentation chosen. Several presentations open Which supply is it?: The code 7501234567893 names more than one presentation., with one row per active presentation (supply name, then presentation name). Press the one that arrived.
5. Anything else, or a code whose presentation is retired, opens Code not recognized.

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Code not recognized

The screen says No box or supply you can reach has the code followed by the code. If you can receive, it adds Ask an administrator to register this code in the web app, or receive the supply by name. and the Receive a supply without a code button. Scan another code opens the scanner again. A code is not recognized when no box in your warehouses has it and, for people who can receive, no active presentation carries it. To make a supplier code scannable, a catalog manager registers it on the presentation in the console; see Presentations and codes.

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GS1 DataMatrix codes

Many dental supplies carry a GS1 DataMatrix, a small square code that holds the product’s GTIN and often its lot and expiry date. The app recognizes one when the code starts with 01 followed by 14 digits and carries more data after them. When the lot or the expiry date was read, the receiving form says The lot and expiry date were read from the label. Check them before receiving. They are suggestions: check them against the package before you press Receive.

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See a box

Who can do it: inventory.read, with access to the box’s warehouse. The box screen is titled Box followed by the box code, for example Box BX-000123, with the supply name below it. Units are shown as Unit, Box, Pack, Bottle, Ampoule, Milliliter, Liter, Gram, Kilogram, Pair or Kit. When a name cannot be read, the screen shows Name not available. If the box’s unit is waiting for a review, the screen says This box’s unit needs a review in the web app before it is used. The actions below the details depend on the box and on your permissions: The app does not show the box’s movements, its separated containers or its label. Open the box in the console for those; see Boxes and labels.

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Record a use

Who can do it: inventory.consume (Record usage) or inventory.adjust, plus inventory.read, with access to the box’s warehouse. Where: the box screen, Record use. The Record use button stays disabled until the quantity is between 1 and the available quantity and, when the location has rooms or areas, one is chosen.

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When the room counts its own stock

A room or area with counted stock accepts only direct uses, and only from a box that is already at its stock point. If you choose such a room and the box is somewhere else, the screen says, for example, Room 2 counts its own stock. Take the whole box there first. and Record use stays disabled.

• If you can move boxes, press Take this box to Room 2. The whole box moves to the room’s stock point and you stay on Record use, now able to record the use.
• If you cannot, the screen says Ask someone who can move boxes to take this box to Room 2.

When the box is already at the room’s stock point, the screen says Used from this room’s counted stock. and the use is recorded as a direct use. See Rooms and areas.

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When no room or area is offered

The screen says This clinic has no rooms or areas yet, so this use will not say where it went. What happened, Purpose and Responsible are not shown, and the use is recorded without a room, a purpose or a responsible. Such uses do not appear in Usage by room in the console. You also see this message for a box in a Central warehouse: the app offers rooms only for boxes in an express warehouse, those of that warehouse’s location. To record where a use from a central warehouse went, use the console, which offers the rooms of every location. See Record use and move boxes.

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Rules

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What the system records

One consume movement that subtracts the quantity from the box, with you as the person who recorded it and, when you chose a room, the room or area, what happened (issue or use), the purpose and the responsible. When on hand reaches zero, the box becomes Used up. The movement appears in the box history and in the consumption report.

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What can go wrong

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Move a box

Who can do it: inventory.transfer (Move boxes between warehouses) or inventory.adjust, plus inventory.read, with access to both warehouses. Where: the box screen, Move to another warehouse. When no other warehouse is available, the screen says There is no other warehouse you can move this box to. Rules: a move takes the whole box, with its code, lot, expiry date and quantities; units reserved for an order stay reserved. The box must be Active and not past its expiry date, and the destination must be active. To move only part of a box, separate it first in the console. Moving a box is marked as a sensitive action; in the current release a second factor is optional and does not block it (see Account security). What the system records: two movements with a change of 0 and a shared transfer identity, transfer_out from the origin and transfer_in into the destination, and the box’s new warehouse. The same happens when you press Take this box to a room on Record use.

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Receive a delivery

Who can do it: inventory.receive (Receive deliveries) or inventory.adjust, with access to the warehouse you receive into. Scanning a supplier barcode that is not a GS1 DataMatrix also needs inventory.read (see What the app does with a code above). Each receipt creates one new box in one warehouse. If a delivery brings several containers you want to track separately, receive each one as its own box. Before you start: the supply must be active in the catalog, and to receive by scanning, the supplier code must be registered on one of its presentations. See Presentations and codes.

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Open the receiving form

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Fill in the form

Label the new box: print its label from the box screen in the console, or write the code on the container. See Boxes and labels.

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Tracking data and box label

The app checks some of these before sending and shows:

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What the system records

A new Active box with its code, supply, warehouse, quantity in base units, reception time and unit and, when they apply, the presentation (with its version and count), lot, serial numbers and expiry date. One receive movement adds the quantity to on hand, with you as the person who recorded it. This is the same receipt the console records; see Receive stock.

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What can go wrong

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Sending twice and lost connections

Every use, move and receipt carries an internal operation key, so muveya never records it twice.

• If the connection drops or muveya does not answer in time, the app shows No connection. Check the network and try again. and keeps the key. Press the same button again without changing anything. Either the action is recorded now, or the app tells you it was already recorded.
• If you change the details before pressing again and the first attempt had in fact been recorded, the app shows This action changed while it was being sent. Check it and send it again. Check the box first: open it again, or look at it in the console. After this message, the next press counts as a new action.
• After a successful action, the next press is a new action. Two identical deliveries received one after the other are two boxes, as they should be.

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Messages from muveya

When muveya refuses an action, the app shows the explanation muveya sends, in the app’s language. The most common ones, besides those listed in each task: If muveya reports that your session ended, the app returns to the sign-in screen; see Sessions and signing out in Android app. For other cases, see Troubleshooting.

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Related pages